Office Manager & Translator

Job description / Role

Office management:
• Answer, screen, and follow-through on calls, take accurate messages, prioritize messages and relay to Consultant(s) / Partners;
• Type professional correspondence according to the corporate standards and formats; in both Arabic and English;
• Issue invitation letters and manage visa requirements for all company employees outside of the Kingdom of Saudi Arabia;
• Custody and renewal of company’s documents (i.e. Commercial Registration, SAGIA, GOSI, Chamber of Commerce, Saudization Certificate, Municipality License, etc.);
• Maintain company’s online accounts with vendors (i.e. updates registration documents, upload proposals & invoices, etc.);
• Manage company’s online accounts with government portals (i.e. Ministry of Labour, Muqeem, GOSI, SAGIA, GAZT, Municipality, Chamber of commerce, etc.);
• Support Dubai Head Office with Financial requests ; bid bond applications, invoices submission & payments collection follow-ups, support to Auditors, as and when required;
• Prepare conference rooms for meetings, set up and co-ordinate conference calls;
• Develop and co-ordinate a proper filing and archiving system;
• Prepare and submit time and expense sheets and/or provide reminders and respective forms;
• Provide assistance with other administrative duties such as documents delivery/receipt, as required;
• Co-ordinate the production of larger documents with DTP (schedule time, ensure timely delivery, edit, proof);
• Arrange photocopying and binding documents (proposal, deliverables, pitch presentations, etc.), as/when required;
• Make arrangements for flights, cars, taxis, couriers, hotels, and catering as requested;
• Develop effective working relationship with client administrative contacts; maintain client database; prepare expense reports; prepare client invoices and follow-up on collection;
• Check the copy rooms and machines (i.e. refilling of paper, toner and slides; removal of paper jams, and so on);
• Service and maintain office equipment (i.e. printers, projectors, IT equipment, coffee machines, etc.), as appropriate;
• Support in purchasing and maintenance of supplier relationships (i.e. translation agencies, hotels, grocery service, ordering office supplies required for copying and binding, etc.).
• Run occasional errands as needed for petty cash, key reproductions, courier trips, banks, government services etc;
• Liaise effectively with local building management, contractors, and regulatory agencies; and
• Support ADL Satellite offices with all the above processes when required.

Translation:
• Translate and edit business and legal documents clearly and accurately with the highest quality for all kind of documents (PPT, DOC, PDF, XLS, etc);
• Produce written translations of a variety of documents from English to Arabic (75%) and Arabic to English (25%) within tight deadlines;
• Translate, revise and complete slides or presentations including text, graphics, data-driven charts, maps or other graphic image imports;
• Produce translations directly in MS PowerPoint and complete formatting changes as necessary; These can be in-depth so an excellent working knowledge of PowerPoint is vital;
• Learn and develop new skills i.e. CAT Tools (computer-aided translation);
• Communicate with external translation companies regarding outsourced work;
• Proof-read all output, checking for accuracy and quality according to company guidelines; and
• Manage matters concerning company presentation especially with respect to the logic of client reports or “decks” and presentations, (i.e. revise documents in terms of spelling, punctuation, grammar and formal consistency, verify names, designations and spelling with research on the Internet, in dictionaries, etc.).

Salary:
SAR 12,000 to 15,000 per month inclusive of fixed allowances.
Additional benefits: Medical insurance for employee & family, performance annual bonus of 10%, 23 days annual leave

Requirements

As an Office Manager you will be in charge of the full administrative scope of ADL Saudi Arabia: Facility management, support the logistic for the consulting staff traveling to Saudi Arabia (visa, hotel, ground transportation), interacting with our clients' procurement and finance teams to help processing invoices/payment, be the liaison with ADL Dubai finance team (prepare petty cash report, handle bank documents).

Candidates must be perfectly fluent in English and Arabic and be able to assist in translating business-related presentations.

Candidates must be able to perform successfully and produce accurate results in a fast-paced, intellectually intense, client-oriented environment. Candidates must be pragmatic, high- energy professionals who have the personal and professional self-confidence to handle the stress involved in performing a role such as this.

Key Competencies:
• Minimum 5 years’ experience in an administrative role; in a corporate environment, preferably with exposure in multinational companies;
• Expert computer skills: Excellent MS PowerPoint skills a must, plus MS Word and MS Excel;
• Excellent Arabic and English translation, editing and communication skills, both written and verbal;
• Working knowledge of business language and thinking in English and Arabic;
• Strong interpersonal and communication skills; clarity, tact, professionalism;
• Ability to perform successfully in a fast-paced, intellectually intense, service- oriented environment with excellent project management skills, “gets things done”;
• Ability to manage own work load responsibly if working remotely;
• Excellent time management skills and ability to multi-task and prioritize work

About the Company

As the world's first consultancy, Arthur D. Little has been at the forefront of innovation since 1886.

We are an acknowledged thought leader in linking strategy, innovation and transformation in technology-intensive and converging industries. We navigate our clients through changing business ecosystems to uncover new growth opportunities, build innovation capabilities and transform organizations.

Our consultants have strong practical industry experience combined with excellent knowledge of key trends and dynamics. Arthur D. Little is present in the most important business centers around the world. We are proud to serve most of the Fortune 1000 companies, as well as other leading firms and public sector organizations.